Management Assistant / Office Manager

ROLE HIGHLIGHTS:

• Management Assistant / Office Manager

• Location: UAE

• Reports to: CEO of ICEYE UAE

• Employment type: Permanent

• Workplace model: Remote / Hybrid

• Employment is subject to applicable security screening (incl. SUPO, where required)

WHY THIS ROLE MATTERS:

As a Management Assistant & Office Manager, you are the organizing force behind busy calendars, meetings, and projects — ensuring clarity, flow, and efficiency in daily operations. You bring structure and calm to a fast-paced environment, enabling leaders and teams to focus on their core priorities.

You’ll provide high-level administrative and operational support to the UAE management team, acting as a key point of contact for day-to-day needs and ensuring smooth office operations. Your work keeps the team synchronized, communication seamless, and priorities visible.

This is a role for someone who genuinely enjoys administrative excellence — bringing structure, reliability, and calm to a fast-moving environment. You’ll thrive on keeping priorities aligned, solving problems before they arise, and helping others operate at their best.

WHO WE ARE

ICEYE is the world leader in sovereign intelligence from space. We deliver persistent monitoring capabilities to detect and respond to changes in any location on Earth.

ICEYE owns the world's largest and most advanced SAR (synthetic aperture radar) satellite constellation. To our customers we provide intelligence with unmatched quality, latency and revisit times, in any weather, day or night. To governments who choose to operate their own constellation we provide this proven capability as a sovereign system.

ICEYE-built constellations serve customers in defence and intelligence, environmental monitoring, insurance and emergency management. We enable fast decisions that contribute to a safer future.

Founded and headquartered in Finland, ICEYE operates globally with over 1000 employees across Europe, North America, the Middle East, and Asia-Pacific.

YOUR DAY-TO-DAY RESPONSIBILITIES

• Support the UAE management team with daily administrative and operational tasks.

• Act as a key point of contact for internal coordination, ensuring smooth communication between local and global teams.

• Assist with scheduling, meeting arrangements, and travel logistics for management and visiting staff.

• Prepare and maintain documentation, reports, and presentations as required by management.

• Track and follow up on action items, deadlines, and deliverables for the UAE office.

• Support onboarding and offboarding processes for new hires, including equipment and workspace setup.

• Manage office supplies, vendor relationships, and facility needs to ensure a productive work environment.

• Coordinate with building management and external service providers for office maintenance and improvements.

• Handle basic finance/admin tasks such as invoice processing, expense reports, and petty cash management.

• Provide ad hoc support for events, visits, and special projects as directed by the management.

WHAT WE’RE LOOKING FOR

Role-specific Competences

1. Organisation & Prioritisation: You manage multiple requests calmly, knowing what needs attention now and what can wait. You balance executive priorities with team-wide needs to keep operations flowing smoothly.

2. Attention to Detail: You notice the small things that keep schedules, documents, and logistics accurate and dependable.

3. Confidentiality & Trust: You handle sensitive information with discretion, protecting confidentiality across both local and global contexts.

4. Proactivity: You anticipate needs, act before being asked, and find clear, practical solutions to complex coordination or scheduling challenges.

5. Bilingual Communication: You navigate confidently between Japanese and English — ensuring clarity, accuracy, and cultural sensitivity in all communication and documentation.

6. Collaboration: You build strong relationships across departments and cultures, contributing to a supportive, unified team dynamic. You share knowledge, adapt your style to different stakeholders, and step in when needed to keep things moving.

7. Technical Confidence: You use digital tools effectively — Google Workspace, MS Office, Slack, and modern productivity or AI-based tools — to streamline workflows and communication.

8. Adaptability: You stay composed and flexible when priorities shift, adjusting plans quickly and helping others maintain momentum in a fast-changing environment.

Key Competences

In addition to the requirements above, we evaluate candidates on these key qualities throughout the hiring process:

• Intellectual Firepower: Rapidly comprehends, structures and synthesizes complex information, draws accurate conclusions, and communicates them with clarity.

• Passion & Work Ethic: Brings sustained motivation, resilience, and high personal standards to every challenge.

• Ownership & Action: Assumes full accountability for outcomes, acting decisively, and ensuring commitments are delivered.

• Team Player: Works collaboratively across teams, contributing to shared success, and engaging in constructive debate.

• Integrity & Growth Mindset: Operates with transparency and humility, learns from setbacks, and actively seeks opportunities to grow.

Requirements

• Proven experience as a Management Assistant, Executive Assistant, or similar administrative support role.

• Bilingual proficiency in Arab and English preferably (written and spoken).

• Strong organizational, prioritization, and multitasking skills with excellent attention to detail.

• Professional, proactive, and discreet communication style with strong interpersonal skills.

• Comfortable using modern productivity tools such as Google Workspace (Gmail, Calendar, Sheets, Slides), Slack, and other collaboration platforms.

• Experience working in a fast-paced, international, or high-growth environment.

• Ability to build or improve administrative processes and workflows to enhance efficiency.

• Experience coordinating across multiple stakeholders and time zones.

WORKING AT ICEYE

At ICEYE, you’ll join a diverse and highly engaged team united by the ambition to make the impossible possible. As a global scale-up, we combine speed and ambition with the opportunity to take real ownership from day one. Your growth, wellbeing, and success are a priority, with continuous professional development, training opportunities, and a culture where collaboration is how we win.

HOW WE WORK (OUR VALUES)

Make the impossible possible: We set ambitious goals and stay calm under pressure. We bring grit, optimism, and ownership when things get hard, and we keep moving until we find a way.

• Be curious: Go deep, ask questions, listen carefully, and think critically. Understand the “why” behind decisions.

• See the big picture: Stay close to what’s happening across the company so you can make better decisions. Consider how your work affects others.

• Drive effective teamwork: Create psychological safety, invite different perspectives, and build inclusive teams. There are no bad questions.

• Act as one team: We win together. We match tasks to the right owner and stay agile as priorities shift.

• Have fun: What we do matters—and it should be enjoyable. Celebrate progress, take pride in results, and share the wins.

BENEFITS

Our benefits are designed to support your health and wellbeing, at work and beyond. We keep improving them based on employee feedback, and offerings vary by location. Talent Acquisition will confirm what applies for this role and location during the process.

OUR COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

We want ICEYE to be a place where people can be themselves and do great work. Different backgrounds and perspectives make us stronger, which is why we work to create an environment where people feel included, respected, and able to speak up. Whatever your background, we want you to bring your authentic self to the table.

We’re committed to fair, inclusive hiring and equal opportunity. Everyone is welcome to apply. If you need any adjustments or support during the recruitment process, tell us—we’ll do our best to help.

Apply now to start your ICEYE journey, and help us continue to make the impossible possible together. Read more about ICEYE and working with us at iceye.com http://iceye.com.